Full Time Court Clerk

The Town of Sullivan, located in Chittenango, NY is presently seeking a Full Time Town Clerk to join their team. The Town Court Clerk is responsible for providing clerical, administrative, and customer service support to the Town Court. This position ensures the accurate processing of court cases, maintenance of official court records, handling of financial transactions, and compliance with New York State Unified Court System (UCS) rules, regulations, and reporting requirements.

Essential Duties and Responsibilities

Court Operations & Case Management

• Process and maintain court case records, including criminal, traffic, civil, and small claims matters.
• Prepare and issue court documents such as summonses, subpoenas, warrants, and court orders as directed by the Town Justice(s).
• Schedule court appearances, trials, hearings, and conferences.
• Update case management systems (e.g., UCMS) accurately and timely.
• Assist Town Justice(s) during court sessions as required.

Financial Responsibilities

• Collect, receipt, and account for fines, fees, bail, surcharges, and other court-related payments.
• Balance daily receipts and prepare monthly and annual financial reports.
• Transmit funds to the appropriate agencies, including the Justice Court Fund, DMV, and Madison County.
• Maintain accurate financial records in accordance with UCS and Office of the State Comptroller requirements.

Records Management

• Maintain and safeguard confidential court records in compliance with state laws and retention schedules.
• Respond to record requests and subpoenas in accordance with legal requirements and privacy rules.
• File and archive court documents and ensure proper document retention.

Public Interaction & Customer Service

• Serve as the primary point of contact for the public, attorneys, law enforcement agencies, and other governmental entities.
• Provide procedural information to the public (without offering legal advice).
• Handle inquiries in person, by phone, and in writing in a professional and courteous manner.

Compliance & Reporting

• Ensure compliance with New York State Unified Court System policies and procedures.
• Prepare and submit required reports, including monthly Justice Court Fund reports.
• Participate in required training and continuing education through UCS.

Minimum Qualifications

• High school diploma or equivalent.
• One (1) year of clerical, administrative, or court-related experience.
• Proficiency with office software (e.g., Microsoft Office) and data entry systems.
• Strong attention to detail and organizational skills.

Preferred Qualifications

• Experience in a justice court or municipal government setting.
• Familiarity with UCMS and New York State court procedures.
• Knowledge of basic bookkeeping or accounting practices.
• Completion of NYS Unified Court System Justice Court Clerk training.

Knowledge, Skills, and Abilities

• Working knowledge of court procedures, legal terminology, and record-keeping practices.
• Ability to handle confidential and sensitive information with discretion.
• Strong communication and interpersonal skills.
• Ability to manage multiple priorities and meet strict deadlines.
• Ability to work independently and as part of a small team.

Work Environment & Schedule

• Work is performed in an office and courtroom setting.
• Attendance at evening court sessions may be required.
• Position may involve extended periods of sitting and use of office equipment.

Compensation & Benefits

• Salary range: $40,000 – $50,000, commensurate with experience.
• Benefits include NYS retirement system, deferred compensation, health and dental insurance, paid time off.

Equal Opportunity Employer

The Town of Sullivan is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, or any other protected status.